Losing data can be devastating. It may cause you to have to push back projects, break down communication, and even bankrupt your business. An important email thread with a customer qualifies as data. So do payroll information, stock sheets, and marketing designs. In fact, every file and database are examples of data. 

Many small and large enterprises think it can't happen to them but losing data happens often, usually through human error. More than 70% of data loss is because people accidentally delete files and half of us will lose data because of hard drive crashes. Cybercrime is also a threat to your data – ransomware attacks are one of the biggest risks to small businesses. Broken devices or someone leaving the business with their laptop can also result in loss of data. 

The solution is to make backups. But what does that entail?  

Why create backups? 

Backups are copies of files that you store elsewhere in case something happens. Alternately you may use free space on your device, but that isn’t a great choice if your device gets lost or broken. Yet at the most basic level, there’s nothing more to it: make a copy of a file and store it away from your current activities so it doesn't get overwritten, deleted, or stolen by hackers.  

The problem is that, for various reasons and excuses, most companies don’t create backups. Consider these everyday scenarios as reasons to back up: 

• Broken device: If a device is damaged, chances are files stored on it will be lost. Even if it is taken to a service centre, they can’t guarantee that the files will be recovered – and if they can, it may be expensive. 

• Old hardware: Computer hardware doesn’t last forever. Hard drives can fail, and they’re more prone to fail once older than five years.  

• Lost device or memory stick: files can be lost by misplacing a device or memory stick, which is not an uncommon occurence. 

• Lost credentials: Keeping that important attachment on the email may seem smart, but if you lose your credentials, and don't have a way to recover the password, you have problems. Rather back up the information or better yet, back up the credentials somewhere.  

• Accidental deletion: Someone deletes files they think are no longer needed, usually to create space for new files.  

• Cyberattack: Online criminals use ransomware to target small and large businesses with ransomware. This encrypts your files so they can demand a ransom to release your data. 

If any of these haven't happened to you yet, one of them will. And if you've experienced any of these events, you already know why it’s important to back up your data. 

How to create backups 

Backups can become complicated. What should you copy, and how often? These tips will help you get started and ensure you can recover your files when something goes wrong. 

• Identify the important stuff: Don't try to back up all your files. Start with the most important ones. Look at a file and ask yourself, “If I lose this file, will it cause problems?” If the answer is yes, create a backup. 

• Make copies: Backups don't necessarily require an elaborate storage system. Copying a file to a cloud drive, sending an email attachment to yourself, or keeping it on a flash drive are all examples of basic backups. 

• Use cloud storage: Saving your files to a cloud drive like Dropbox or Box is usually a cheap option. You already have access to an online cloud drive if you use services like Office365 or Google Workspace. Your phone and tablet can also store files in the cloud. 

• Copy files ad hoc: Get into the habit of making copies of your files. For example, if you've just completed a version of your presentation, copy it immediately to a cloud drive or thumb drive. Don't just make a copy on the same device, as that won’t help if the device fails. 

• Create an automated backup schedule: Set a schedule to create regular backups. Many storage services, such as Google Cloud, can automate backups. Designate which folders to copy and make copies of any new or changed files in those folders. 

• Use a backup service: Your backup requirements can become complicated depending on your needs. For example, you may need to store different versions of a file, or you might have huge files that should be easy to save and recover. Consider using a backup service run by humans you can talk to. They’re often very affordable and can provide support and planning services. 

• Know the 3-2-1 rule: The 3-2-1 rule is a widely accepted backup strategy. It says to create three copies of your data on two different mediums and store one somewhere offsite. Following this rule requires more effort but will help keep your most important files safe. 

These tips will help you get started with backups. If a device fails or something else goes wrong, you’ll be glad you did! 

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